Executive Assistant

RR Donnelley - New York, NY (30+ days ago)3.6


Job Description:

  • Supports a Senior/high profile individual or a team in terms of general office related and administrative duties such as monitoring and ordering standard office supplies; collating and assembling documents; accepting and delivering interoffice correspondence and reports.
  • May also attend meetings and take and distribute minutes; schedule appointments and maintain manager's calendars; screen calls and visitors
  • Coordinate all aspects of travel, inclusive of flights (global and domestic), hotels, and ground transportation
  • Prepare and submit expense reports / reconcile payments with corporate card
  • Phone coverage and take detailed messages, respond to inquiries on behalf of manager as appropriate
  • Coordinate meetings (calendar management for global time zones) inclusive of conference rooms, catering, audio/multi-media set up
  • Process check requests for payment of invoices as needed
  • Troubleshoot desktop, printers, blackberry, and other mobile electronics
  • Provide backup support for colleagues during vacation/sick days, and assist their executives as needed
  • Manage sending and receipt of mail / Sort and distribute incoming mail
  • Prepare and mail all US/UPS/Fed Ex packages
  • Order office supplies
  • Oversee all administrative aspects of seminars including registrations, confirmations, certificates, badges
  • Assist with visitor passes
  • Archive - Inventory and track off-site storage
  • May be called upon to assist with special projects

Requirements:

  • Legal or Financial experience is a must with preferably 7-9 years of related job experience
  • Excellent written, verbal, and interpersonal communication skills
  • Advanced proficiency with Microsoft Word, Excel is required
  • Must have specialized or in-depth knowledge, expertise and skills in the area of responsibility essential to execute functional objectives
  • Strong planning and decision-making skills to develop and implement office programs
  • Good judgment and problem-solving skills
  • Enthusiastic team player with a positive attitude who works well with others
  • Resourceful / takes initiative / is proactive
  • High School Diploma required; college or business school desirable

Job Type: Full-time

Experience:

  • Executive Assistant: 5 years

Education:

  • High school or equivalent